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Why Hybrid and Virtual Event Production Make Sense in 2022

July 18, 2022

There is no question that the global pandemic has altered the world as we knew it. Not only in the way we work and operate, but in the way we communicate, travel, dine and plan events. For organizations and event planners, there’s definitely one thing we’ve learned during these past two and a half years – that hybrid and virtual events are here to stay.

Apart from increased flexibility and greater audience reach, there are many more reasons why it makes more sense to consider hybrid event production (or purely virtual event production) make sense for your company’s conferences and events over traditional live events 

Here are top 5 reasons why hybrid events will benefit you, as seen from our agency’s own experience serving as a full-service production studio in the Washington DC metro area:

1. Hybrid events reach larger audiences from multiple locations

When COVID-19 cases first soared in 2020, we suddenly had two choices – either to hold events virtually or not at all. Many people hoped that “the new normal” would pass and we would eventually be able to return to in-person conferences and meetings.
 
As we have all been witness, such has not been the case. For over two years, the pandemic has come and gone in unpredictable waves, forcing companies and event organizers to continuously make adjustments to keep up.
 
Hybrid events, in that sense, offer a greater level of safety and security because it is essentially an in-person event that combines a virtual “online” component tailored to each audience for optimal experiences. This allows for a substantially higher reach than in-person events because anyone in any part of the world can sign up and take part in the event remotely.
 
While many people prefer to network in-person, exchange business cards, or even travel long distances and get lost in the big conference venues, others have grown to enjoy participating in virtual events from the comfort of their office or home with no need to get on the road.
 
The hybrid format, essentially, combines the best of both worlds. It gives an opportunity for people to meet and exchange ideas on-site while at the same time live-streaming the content and making it accessible to viewers from other cities and even countries who traditionally weren’t able to join.

By opting for a hybrid event production, you no longer have to worry about filling all the seats or canceling the whole event due to another virus scare or people simply feeling too lazy to attend because they are so used to virtual events. Instead, you can connect a mix of both local and remote participants and get your story heard simultaneously across multiple platforms and borders.

Here are solutions we use for producing hybrid events.

2. Hybrid event production is cost-efficient and improves ROI 

With inflation hitting new heights this year, it only makes sense to cut marketing costs wherever possible, and hybrid event production can make that happen.

It limits the financial risk, as there’s no need to worry about filling up a whole convention center, and you also don’t require a grand budget because one large studio is enough to build both your virtual and physical event scene.

Hybrid events allow you to downsize your in-person audience and therefore limit the usual operational costs, such as hiring staff, venue rental, security, and catering. At the same time, there’s almost no cap on the number of virtual participants you could host. This, in turn, will help you improve your event ROI and, through different digital tools, gather valuable insights that can be further used in your marketing efforts.\

3. Hybrid events result in higher engagement

It is no secret that the past two and a half years has caused “Zoom fatigue” for many people and a general sense of dislike towards entirely virtual, lecture-like events. 

This isn’t the case for the hybrid format. Long gone are the days when events were all about watching and listening with little to no interactions between the speakers and audience members unless somebody gathered the courage to ask a question.

The virtual element in hybrid conferences and panels allows even the most introverted attendees to engage in live chat, network with other participants, and take part in polls and contests via event apps or other digital tools. They don’t need to be on-site to get the same event feeling and connect with fellow attendees.

Some may argue that hybrid events lack some of the exclusivity of purely physical events, but they can certainly create a lot more online buzz. If the event is streamed online, the video can be easily shared or liked in real time on social media, and other interested parties can jump aboard last minute.

4. Hybrid events offer greater flexibility and time savings

The past two years have taught a critical lesson to any event organizer – always have a plan B in case another COVID wave shuts down all in-person activities. After all, postponing or canceling a traditional physical event usually comes with incredible financial losses.

Instead, incorporating a virtual aspect into your events can provide you with greater flexibility and security. You can always move a large chunk of your audience to the digital platform in case physical presence suddenly has to be limited.

Even under the most unforeseen force majeure circumstances, you can carry on with your event in the virtual setting as planned, as long as you have the technology and resources necessary of course. Plus, you can also save some time on your marketing activities afterward. Recordings from your virtual events can be easily repurposed and shared to cover your content calendar and drive more traffic for weeks to come.

5 Easy Ways to Repurpose Your Online Content 

5. Hybrid events are more environmentally-friendly

For the last decade, sustainability has been the number 1 issue on the agenda for many businesses. Even Coldplay decided to postpone their tour for as long as they needed to find solutions for reducing their carbon footprint.

In 2022, consumers will become more and more environmentally conscious and favor businesses and events that think green. Many have already cut down on travel not only due to the pandemic but also to limit their contributions to CO2 emissions, and participating in virtual rather than physical events comes along with it.

Organizing a hybrid event will help you significantly lessen your environmental impact. You’ll be able to reduce the necessity to travel and eliminate the use of many unsustainable items (i.e. printed brochures, banners, promo items) that come with in-person events while still attracting attendees worldwide.

Want to plan your own hybrid event? 

Get your guide here

As a video production company located in the Washington, DC metro region with over 25 years of experience, TriVision Studios has fully embraced the industry changes that have come as a result of the pandemic. In the last two and a half years, our team has helped produce virtual and hybrid conferences for top global brands, such as Accenture, Cvent, Integros, Public Strategies, the FBI, Human Rights Campaign, and more. Our 14,000 sq. ft. facility features multiple studio sets containing wraparound LED virtual production sets with high resolution 5K video walls in sizes up to nearly 50 ft. and 14 ft. high. We are excited to pave the way for the future of how virtual and hybrid conferences are run in the Washington DC region.

To learn more about our full-service virtual and hybrid production capabilities, feel free to book a tour at our studio.